Amersham & Chalfont 8 January 2003 Club Minutes |
| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club |
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AMERSHAM & CHALFONT HOCKEY CLUB MINUTES OF COMMITTEE MEETING HELD ON 2ND APRIL 2003 Those Attending Alison Spicer (ACS) Caroline Chipperfield (CDC) Peter Colwill (PJC) Drew Downing (DND) Zoë Scott (ZAS) Sarah Watts (SJMW) Andy Watts (ASJW) 1. Apologies Mark Rutherford (MAR) 2. Minutes / Actions of Meeting held on 5th March 2003 The minutes from the previous meeting were agreed. 3. Outstanding Actions Update The following actions were completed, all outstanding actions remain on action sheet. ACS - Speak to JP regarding Newlands Park liability; Newlands Park is insured but people still have their own personal excess in the event of accidents to cars etc. JC - Obtain list re Captain’s delegation; done. ACS - Discuss end of Season awards with Captains; done and award recipients agreed. ZAS - Check with JC re invites to Club Supper; nobody else to invite. MAR - Discuss compulsory training with the Board; doesn’t feel this is a Board matter purely decision of the Hockey Section to bring in if we feel it is required. ACS - Obtain copy of JP’s unpaid match fee spreadsheet; done and shows Ladies 2s have no outstanding match fees or forms and Men’s 2s and 4s have not submitted match forms since November so she is unaware of who has not paid from either team. All other teams fall somewhere in between. MAR - Get draft Newlands Park lease to ACS; done. DND - Offer to reimburse Dave Peters his subs; DP declined so DND has put £100 into the astro fund. DND - DND ask Neil Turner to put piece in newsletter re accounts; done. ZAS - Ask Doug MacColl to liaise with PJC re Presidents Day / County team; done. SJMW - Check availability of training sessions for Doug MacColl; done. SJMW - Send last year’s club supper invites to CDC; done. ACS - Confirm training decision with Ladies Captains; done. MAR - Relay training decision to Men’s Captains; done. SJMW - Liaise with Dan Lovelace re attendance on coaching course; done. ACS - Liaise with John Spicer re indoor hockey; JS is happy to run the ladies team next season, we are looking at entering a second ladies development team and is enthusiastic about running a men’s side but currently there is no league available for them to enter. ACS - Obtain views on table football in the Clubhouse; done good feedback and needs to be discussed with the Board. 4. Joint Playing Committees Reports MAR has not called a Men’s Playing Committee for a couple of months, although he did update ZAS with actions completed and is aware of the outstanding items for discussion when the next meeting takes place. There was a Ladies Playing Committee meeting on 12th March 2003 and the following matters were discussed: • Match fees – ACS outlined the possibility of increasing match fees to £10 for full members and £5 for students, with the extra £2 and £1 respectively going into a dedicated astro fund. The Captains agreed that this was a good way of starting the fund raising. • Annual Subs – ACS outlined the possibility of subs being increased and then money being refunded to those who help at a number of external events. There was concern over how a system like this would be regulated but Captains were generally ok with the idea. • End of Season Awards – awards for most improved lady and lady of the year were discussed, recipients agreed upon and 2 people identified to be asked to present the awards. • Training – ACS reported the change back agreed by the Committee for the women to train together on Tuesday nights. However it is important that the advantages of training together is capitalised upon, by the ladies Captains having a weekly selection meeting, either before or after training. It was agreed that this will improve selection and communication within the Ladies section. 5. Social Committee Report CDC reported that she is mainly concentrating on organising the Club Supper, details at agenda point 9. However, CDC stated that Irish night was a success, raising £64 profit on the ticket sales and the Committee wanted to thank Catherine Watson for selling so many tickets. Bar takings were roughly £900. The Committee also wanted to thank Helen Kitto for the Irish stew. After the Club Supper the next event is a Beer Festival for the 26th May 2003. CDC stated that Simon Gooch is looking into the speciality beers available for the festival. 6. Treasurer’s Report DND distributed up to date accounts and stated that he has looked into match and pitch fees in detail. The shortfall in match fees against forecast does not show a corresponding reduction in pitch fees. To end March 2003 DND had forecast 312 matches played but actually only 262 games have been played. The match fee forecast was £72 per team and the average actual is £78.50 which is why the shortfall is not less by 50 matches. The adverse effect however is 55% of games have been played at home and there is the extra pitch fees for Sunday cup games. Monies DND cannot quantify is where we have cancelled games and it has been too late to cancel the pitch without a charge and cancellations by the opposition. Dave Peters is responsible for re-charging cancellations to opposition and he is aware that this is happening, although he has no formal record and this money needs to show in his accounts for them to tally. DND will speak to DP for records of recharging. ACS stated that she had attended a meeting with the CPSA Chairman and the Cricket Section Chairman where the accounting had been discussed. It is likely that the accounts situation will be reviewed with the incoming CPSA Chairman. Action - DND contact Dave Peters regarding opposition cancellation recharging. 7. Member Satisfaction Survey – Update ACS stated that Warren Scott had not yet got the final survey information to her so she hadn’t been able to arrange a meeting between herself, Warren and Neil. As soon as she had the information she would meet with them to discuss the results. 8. Presidents Day – Update MAR had informed ZAS that further to the Committee’s suggestion that the County team could play the President’s team he had not yet invited any players. PJC stated that he had discussed this with Doug MacColl and needed to speak to MAR before getting back to DM. MAR has also said that the County had allocated umpires (one of whom was Simon Seabrook). JC had informed ACS that she has asked Heidi Fricke to organise the Ladies Teams and ACS will speak to her for an update. SJMW stated she has approached Gerrards Cross to be opposition and they should be able to send an U13/14 girls team. She is waiting to hear if they have any opposition for the boys, but if not she will approach another team. CDC stated that she has spoken to Jo Peters and informed her that she is organising the catering for the day as well as the evening. She will draw up a rota for the timing of the post-match teas and they are being costed at £1.75 a head, which will come out of the Club Supper profits. 9. Club Supper - Update CDC reported that the food is all arranged and is costed at £10 a head. The marquee and disco are both booked. Simon Gooch has informed her that a bar extension can only be obtained until midnight because it would go into Sunday if extended further. Matt Stevenson has offered to co-ordinate the bar, which is being covered by 4 catering staff for 6 hours at £7.50 a head. Members are being offered tickets at half price if they would cover the bar for 2 hours during the night. CC stated that so far 138 tickets have been sold and we must sell 160 to break even. The Committee then discussed the awards as several people have expressed the opinion that all the team’s player of the year awards should also be given out on the evening. Both CDC and ACS pointed out that we had made the decision to only give 6 hockey awards as the main negative feedback from last year was that the awards took too long and the dancing didn’t start until gone 11.00 pm. As a compromise it was suggested that ACS could read out who had won the award in each team, but not actually make a presentation, which she agreed to. The Team of the Year award was then discussed and a team and presenter was agreed on. A new trophy needs to be purchased and ZAS offered to do this. ACS and Ian Ringham are discussing the recipient for Clubman of the Year. The men’s awards must be discussed at the next Playing Committee and ACS asked ZAS to e-mail MAR, DND and Ian Ringham to organise a meeting as soon as possible. SJMW’s Mum has offered to arrange the engraving and ACS will get the trophies and names of winners to her as soon as she has the men’s winners. Action - ZAS to purchase trophy. ZAS to ask MAR, DND and IR to arrange Men’s Committee Meeting ACS to get trophies to Mrs. Birger for engraving. 10. Forecast for 2003 / 2004 Season Following up last months discussions regarding DND’s forecast it was agreed that we cannot go much further with the tea situation until it has been discussed at the AGM. It was agreed that setting match fees was within the remit of the Hockey Section but needs discussion within the Club, preferably at the AGM. This has been discussed at the Ladies Playing Committee and feedback would be good to receive from the Men’s Playing Committee. ACS stated that she needs some form of remit from the Board regarding their proposal for the increase in subs in time for the AGM. The ideal situation would be for Simon Seabrook to attend and give a short presentation at the AGM. DND agreed to contact SS regarding this point. Action - DND to contact Simon Seabrook regarding Board proposal on annual subs. 11. Intentions for Next Season ZAS reported that the following people were standing down: Martin Cartledge (Men’s I) Duncan Ward (Men’s II) Trevor Wood (Vets) Vicky Williams (Ladies I) Tanya Fyffe & Janet Velde (Ladies II) Sue Butler (Ladies IV) Sue Champion (Ladies V) Chris Paine (Men’s Mixed) Fay Rider (Ladies Mixed) Sarah Watts (Junior Rep) Janet Carter (Ladies Rep) Alistair Wertheim (Men’s Fixtures) Jo Peters (Bar Rota) ACS asked her to e-mail all Captains who were standing down and ask them to discuss successors with their teams on Saturday and to put a short piece in the newsletter. Action - ZAS to mail Captains re successors and put piece in newsletter.. 12. Postal Newsletter It was agreed that the AGM notice must go out week commencing 28th April 2003. The Committee wants to include with the notice a summary of the years social events and upcoming summer events, a general newsletter and the minutes of the last AGM. All this must be with ZAS by 28th April 2003 for posting. Action - CDC compile and print out social notices. ASJW compile newsletter SJMW to get last years AGM notice to ZAS as template for this year. 13. Any Other Business 13.1 Table Football Action - CDC agreed to take proposition of getting table football to the Board. 13.2 Level II Coaching Course Dave Peters had attended the first part of the course and DND stated that we should reimburse the costs of attending. He will speak to DP. Action - DND to reimburse DP coaching course fees. 13.3 Grass Games ASJW raised the possibility of playing mixed games on grass as a way of cutting pitch costs, which will need to be looked at further. 13.4 Astro Fund ASJW stated that we need to start thinking about fundraising for the astro fund to start as soon as possible. 13.5 Junior Funding ASJW stated that he had recently attended a meeting which may lead to us being able to claim back the funding we put into our Junior section. He has passed the details to Dave Banner for action. 13.6 School Coaching ASJW stated that we need to think about whether we are able to put a hockey coach into a local school. However, we may not need to as Active Sport may co-ordinate this. 13.7 Bucks Hockey Association AGM ZAS stated that she had received a notice of the AGM and was unsure whether she had to attend. DND volunteered to attend as it is being held in Aylesbury. It is on Tuesday 29th April 2003 at 7.30 pm. 14. Date & Time of Next Meeting To be held on Wednesday 23rd April 2003 at 7.30 pm. ZAS asked that all agenda points are with her by Monday 21st April 2003 in order for her to e-mail out an agenda in advance of the next meeting. Although meeting is mainly to sort out any loose ends regarding Presidents Day, Club Supper and pre-AGM matters. |
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